Your workflows are a black box
Someone set them up a year ago. Maybe two. Nobody's sure exactly what they do, and the person who built them left. They're "working," so nobody touches them.
Home/Services/HubSpot Automation
S·04 — SERVICE
Stop doing things twice
Lead routing, task automation, email sequences, and smart notifications — so your team focuses on selling, not admin. Every automation we deliver is scoped, tested, and documented — not just switched on and left to run.
- For when
- Reps do data entry instead of selling.
- Leads are assigned manually, every single day.
- Your workflows are a black box nobody dares to touch.
Clean logic, explicit enrollment, a clear exit.
No ambiguous branches. No dead ends. If the trigger condition isn't obvious, it gets a comment explaining it. And the tangled legacy workflow in the corner? We audit it, and if it earns its place it gets rebuilt — otherwise it gets switched off.
FIG. S3 · ORIGINAL SVG · FIELD NOTES SYSTEM
Sound familiar?
We hear these constantly.
Leads are assigned manually
Your team is copying leads from a form, pasting them into HubSpot, and assigning them by hand. Every. Single. Day.
Follow-ups happen when people remember
There's no system for follow-up tasks. You rely on reps to remember. Some do. Most don't. Deals go stale.
Sequences are sending to the wrong people
You built sequences for one type of lead. Now they're firing for everyone. The wrong message, at the wrong time.
The process
How we build your automations.
- 01
Discovery
We start by understanding how your team actually works — not how the process is supposed to work. We map your sales motion, handoffs, and pain points before touching a single workflow.
- 02
Audit existing automations
If you already have workflows running, we review every one. What's working, what's broken, what's conflicting, and what's doing nothing useful. We turn off the noise before building anything new.
- 03
Strategy & prioritization
We work out what's worth automating and what isn't, then sequence the builds by impact. The quick wins go first. The complex stuff follows once the foundation is clean.
- 04
Build & configure
We build each workflow with clean logic, explicit enrollment criteria, and a clear exit. No ambiguous branches. No dead ends. If the trigger condition isn't obvious, it gets a comment explaining it.
- 05
Test with real scenarios
Nothing goes live untested. We run workflows through real-world scenarios — edge cases included — before flipping the switch. If it breaks in testing, it doesn't ship.
- 06
Document & hand off
You get documentation for every automation we build — what it does, when it fires, who it touches, and how to turn it off if something goes wrong. Your team shouldn't need us to maintain what we built.
What we automate
The workflows eating your team's time.
Lead routing & assignment
Round-robin, territory-based, or custom logic. New leads get assigned instantly, owners notified, follow-up tasks created. No leads falling through.
Task & deal automation
Deal moves to Proposal Sent? Auto-create a follow-up task. Deal closes? Trigger onboarding. Task overdue? Escalate.
Email sequences & nurture
Sequences for 1:1 sales outreach, workflows for marketing nurture, and clear rules for when contacts move between them.
Internal notifications
High-value form in? Slack the sales manager. Deal stuck? Ping the rep. Customer cancellation? Alert CS immediately. Smart alerts, not alert spam.
Data hygiene automation
Standardize formats, flag incomplete records, auto-set lifecycle stages. Your data stays clean without someone policing it manually.
Workflow audit & cleanup
We audit every existing workflow. Turn off what's broken, fix what's close, rebuild what needs it, and document everything so your team knows what runs.
Start here
Stop the manual work.
Book a free call and we'll map out your automation opportunities — or send the details through the form.
Received — we'll come back with what we'd look at first.
If you'd rather not wait: hello@crmbyrsm.com.